Organization: WHO – World Health Organization
Location: Nairobi
Grade: Administrative support – Administrative Services and Support – Generally no need for Higher Education
Occupational Groups:
Administrative support
Logistics
Transport and Distribution
Closing Date: 2024-05-22
OBJECTIVES OF THE PROGRAMME
The Country Management Support Unit (CSU) contributes to WHO Kenya Country Office three strategic priorities: achieving universal health coverage, addressing health emergencies, and promoting healthier populations. These priorities are aligned with the WHO’s Thirteenth General Programme of Work (GPW13), which sets the strategic direction for the organization for 2019-2023 and has three enabling functions: leadership, governance and advocacy; organizational effectiveness and efficiency; and measurement, learning and innovation.
The CSU provides support to clusters and staff to fully assume their responsibilities to ensure compliance with organizational policies, procedures, rules and regulations on all administrative and financial matters.
PURPOSE OF THE POSITION
Under the direct supervision of Operations Officer, the incumbent is expected to provide, efficient fleet and logistical services, in consistency with WHO rules and regulations.
The Fleet Pool Assistant is responsible for assisting in allocating vehicles based on daily requests and supervises the pool of drivers for both “allocated” or “pooled” vehicles. He/she will ensure efficient, cost-effective, and transparent utilization of resources.
Broad guidance is provided by supervisor or other professional staff or through general objectives and instructions regarding resource allocation, clusters/programmes needs and priorities.
DESCRIPTION OF DUTIES
1. Collect daily Fleet data (Fuel consumption, repairs, maintenance, accident reports, driver’s data and record them into the system.
2. Update the system daily by recording new vehicles crucial information into software.
3. Follow up contract’s portfolio (vehicle rental company, vehicle insurance & fuel supply) and ensure appropriate filing tree as per WFS guideline’s procedures.
4. Update/maintain drivers’ data (valid driver’s license, eyes test, medical check, trainings)
5. Receiving and reviewing the transport request from the transport booking apps.
6. Proposing transport schedule to supervisor for approval.
7. Preparing and monitoring the drivers’ work schedule including field trip.
8. Scheduling the maintenance and service of the vehicles (and controlling the correct filling in of vehicle logbook accordingly).
9. Preparing Work Orders for repairs & maintenances.
10. Issuing vouchers for fuel supply and seek approval from line supervisor.
11. Assisting in the regular technical control for WHO fleet.
12. Prior renting any vehicle, ensuring technical control to fit WFS safety rules.
13. Performing weekly checks of the vehicle inventory, documentation and first aid kit together with the responsible driver.
14. Ensuring that all vehicle documents are valid and available in the vehicle and that all goods and passengers have all necessary papers in order before travelling.
15. Ensuring that all administrative documents are always accessible to drivers (e.g accident report, logbook, map of the area, security clearance form, emergency contact list…).
16. Conducting a driving test for new rented vehicle’s drivers and brief them on WHO Road Safety and WHO Code of conduct.
17. Assists in organizing monthly drivers meeting (change of security rules related to vehicle movements). (
18. Ensuring clean and functional office space accommodation for drivers (drivers room management).
19. Ensuring clean parking workplace.
20. Preparing drivers roster and replacement in case of absence.
REQUIRED QUALIFICATIONS
Education (Qualifications):
Essential: Completion of Secondary education or Equivalent Technical training or Commercial education with specialization in Logistics, Fleet Management, Business Administration, or related field
Desirable: Diploma/ Higher Education in Logistics, Fleet Management, will be an added advantage
Experience:
Essential: At least three years’ experience in Logistics, Fleet Management or Business administration.
Desirable: experience with international NGO/UN Agencies will be added advantage.
Skills
1. Sound knowledge of the principles, practice, business processes and techniques in Logistics/Fleet Management
2. Ability to collect, analyze and make sound recommendations for decision making
3. Ability to monitor and communicate progress, write concise reports regarding logistics/fleet activities
4. Planning, communication, problem solving, accountability, creativity, and client orientation skills
5. Good understanding of fleet administration rules and business processes
6. Demonstrate ability to coordinate tasks to meet deadlines
7. Proficiency in using the Microsoft Office Suite, especially Excel, Word, and Powerpoint, ERP
WHO Competencies
1. Teamwork
2. Communicating in a credible and effective way
3. Producing Results
4. Ensuring effective use of resources
5. Respecting and promoting individual and cultural differences.
Use of Language Skills
Essential: Expert knowledge of English
Desirable: Intermediate knowledge of WHO working language
ADDITIONAL INFORMATION
⦠This vacancy notice may be used to fill other similar positions at the same grade level
⦠Only candidates under serious consideration will be contacted.
⦠A written test and/or an asynchronous video assessment may be used as a form of screening.
⦠In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.
⦠According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
⦠Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
⦠Staff members in other duty stations are encouraged to apply.
⦠The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.
⦠The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply.
⦠Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to reasonableaccommodation@who.int
⦠An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.
⦠WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.
⦠Mobility is a condition of international professional employment with WHO and an underlying premise of the international civil service. Candidates appointed to an international post with WHO are subject to mobility and may be assigned to any activity or duty station of the Organization throughout the world.
⦠WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.
⦠The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
⦠Please note that WHO’s contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int.
⦠WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
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